Security & data
Poros Ops starts read-only, keeps people on the hard decisions, and checks every change against the source system. Here is how that works, and what we handle.
How access works
- Read-only first. We connect with read access. Nothing writes to any of your systems until you say so.
- You decide when anything writes. Each automation is approved for writing on its own. Approving one does not approve the rest.
- A switch on every automation. Each one has its own off switch and a shadow mode, where it runs silently and logs what it would have done.
- Scoped access. Every person gets access that matches their role and their stores. A store manager sees their store; owners see the fleet.
- Access ends with the roster. When someone leaves your roster, their access ends with it. You can revoke anyone's access at any time.
- Agreement first. We ask for access to your systems only after a written agreement is signed.
Where a person always decides
- Payroll approval is always a person. Poros Ops prepares and cross-checks payroll, then stops. Software has never approved a payroll run.
- Money moves need your typed amount. No transfer or payment happens without the owner typing the amount.
- Guests are never contacted automatically. Guest cases are triaged and a reply is drafted. A person decides what is sent, and cases are never deleted.
Verified writes and the audit trail
"Done" means we re-read the source system and saw the new value. No read-back, no success message.
Every write is logged: who asked, what changed, and what the system read back.
What data we touch
We work with the operational data your stores already produce:
- POS and online ordering: sales, items, prices, punches
- Scheduling and time clock: schedules, timecards, forecasts, counts
- Payroll and HR: worker records, pay rates, onboarding status
- Alarm panels: open, close, arming and power events
- Distributor portals: orders, deliveries, shorts
- Bank and card activity: read to reconcile deposits, transfers and card spend
Please don't send us
Do not put passwords, Social Security numbers or bank account numbers into our forms or email. When access is needed, we set it up with you after the agreement is signed.
Cameras
Camera features come with the Loss Prevention add-on (early access). When a punch or a cash count is flagged, it finds the clip by time and camera and hands it to a person to review; the software never identifies anyone. It needs UniFi cameras and a UniFi recorder. There is no facial recognition and no biometric data of any kind. More on the Loss Prevention page.
Texts
- Quiet hours. Nothing is sent between 11:30 p.m. and 5 a.m. Messages are held and delivered at 5.
- Digests, not bursts. If a pass finds ten things, people get one message, not ten.
- Hourly crew are never texted by labor automations. Managers and owners only. New hires get their own paperwork links, and nothing else.
- Opt out anytime. Reply STOP to any text.
Service providers
These providers process data for us:
| Provider | What it does for us |
|---|---|
| Cloudflare | Hosts the site, receives form submissions, counts page views without cookies |
| Google Workspace | Email, calendar and walkthrough booking |
| HubSpot | CRM for inquiries and client records |
| Stripe | Billing and payments; we never see full payment numbers |
| AI model provider | Processes requests to generate drafts and answers |
| Apple (Messages) | Carries the text messages to and from your managers (iMessage and SMS) |
| Apple (iCloud) | Encrypted off-site backup of our own hosts |
How client data is handled in the services is set out in your agreement. See also our Privacy Policy.
Encryption in transit
The site and its forms are served over HTTPS, and form data travels encrypted to our CRM and email systems.
Reporting a security issue
Email support@porosops.ai with the subject "Security". Tell us what you found and how to reproduce it. We acknowledge reports within 2 business days.
In your agreement
A Data Processing Agreement and a security exhibit come with every client agreement. They name every provider that touches your data, and commit us to tell you about a confirmed security incident without undue delay and within 72 hours.